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Programs for American Fidelity WorxTime
There are 2 programs that can be run to create the Employee Upload File: W2WAGE and
WRXTM_EMP. These programs are located on the USPS_LCL menu or the command name
may be typed at the menu prompt.
Menu> w2wage
Menu>wrxtm_emp
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W2WAGE
Employee W2 Wage Information – WorxTime requires the prior year W2 wage information on
the Employee Upload file therefore this program is being run from the prior year W2 Archive
files.
This program will create an output file with the default name of W2_WAGE.CSV. This file
should be transferred (FTP’d) to your PC and saved to a secure location.
Once the employee upload file has been created for each payroll, the W2 Wage data can be
loaded to that file using the vlookup function available in Excel. For detailed instructions on how
to use this function, please reference the ‘VLOOKUP Instructions’ section of this document.
This is a screenshot of the W2WAGE program:
WRXTM_EMP
American Fidelity WorxTime Employee Upload file – This program should be run after each
payroll has been processed. This program will create an output file with the default name of
AF_EMPLOYEE_UPLOAD.CSV and will need to be transferred to your PC then verified and
updated prior to transmitting to American Fidelity’s secure site. Please DO NOT email this file
as it contains employee SSN.
In the program you can select to include only employees with a specific job number. This works
well if your district assigns job 01 as the primary job for all employees. But you can leave this
field blank to select all jobs. You can then filter the field in Excel to remove any jobs that should
not be included in the file.
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The program also contains a prompt to allow you to select only active employees by entering the
earliest date paid you want to use. For example, if you enter 01/01/2014 in the program then only
employees whose last paid date was 1/1/14 or later will be included in the file.
The program is located in the USPS_LCL menu. Following is a screenshot:
Once you open the output file in Excel, you will need to manually enter data in column N for
MeasurementGroup and column P for PayPeriodName. Column O will contain the W2 Wage
information from the previous year. Please reference the ‘VLOOKUP Instructions’ section of
this document for details.
Additional columns are included in the file beginning in column Q: Hours in Day; Retire Hours,
Last Date Paid, Job No, and Job Status. Please delete these columns unless you want to load that
information into the WorxTime system. If you want to load any of the extra columns please label
them CustomReporting1, CustomReporting2, etc.
VLOOKUP Instructions
The following instructions detail how to place the prior year W2 wage amount from the
W2_WAGE.CSV file into the Employee Upload file (AF_EMPLOYEE_UPLOAD.CSV).
Step 1
Run the W2WAGE program located in the USPS_LCL menu. This will create an output file
called W2_WAGE.CSV. Transfer (FTP) this file to your PC and save in a secure location as you
will use this same file throughout the current calendar year.
Step 2
Run the WRXTM_EMP program located in the USPS_LCL menu. This should be run against
your current files and will create an output file called AF_EMPLOYEE_UPLOAD.CSV.
Transfer this file to your PC. DO NOT email this file as it contains employee SSN.
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Step 3
On the W2_WAGE file click on the box located to the left of column A and above the first row,
as shown in the example below. This will select the entire worksheet.
Step 4
Click on the Formulas tab, click on Define Name, as shown in the example below. If you use an
older version of Excel, contact NOACSC Fiscal Services for instructions.
Step 5
A box similar to the one shown below will appear. Enter MASTER in the Name box and click
OK.
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Step 6
In the AF_EMPLOYEE_UPLOAD file click on cell O2 as shown in the example below. This is
where you want to start placing the W2 wage value.
Step 7
Go to the Insert Function option of the Formulas tab or click on the fx symbol located next to the
formula bar.
Step 8
The Insert Function box will appear and if you have used vlookup before it should be listed in
the ‘select a function’ section if the category of ‘Most recently used’ is selected. See the example
below. If you have not used vlookup before, click on the ‘select a category’ dropdown box and
click on ‘Lookup & Reference’. In the ‘select a function’ box scroll down the list until you see
vlookup and select it. Click OK.
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Step 9
The Function Arguments box will appear. Fill it in as follows:
Lookup_value = A2 (This is the value you want to lookup. In this example, it is from the
AF_employee__upload table. This value must be in the 1st column.)
Table_array = (This is the table where the value being searched is found.) Either type in
w2_wage.csv!MASTER or you can switch over to the W2_Wage file and click on the box
between column A and row 1. Also, you can type in the exact location of the file. Ex.
(‘h:w2_wage.csv’!master) In this example, h is the drive where the file is stored.
Col_index_num = 4 (this represents column 4 or column D of the W2_Wage file which contains
the W2 wage value.) ex. (col_index_num = 1 would be column A, col_index_num = 2 would be
column B.
Range_lookup = False (this will cause the value of N/A to be entered in column O of the
AF_EMPLOYEE_UPLOAD file when there is no matching employee ID between the 2 files.)
The value of False makes it look for an exact match.
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When you click OK, cell O2 will fill in with a value.
Step 10
To populate the rest of column O, double-click on the square in the lower right corner of cell O2.
This will automatically copy the formula down the column.
Step 11
Now you will need to change the formula in that column to the value. You can see the formula is
contained in cell O2 below.
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Click on column O to select it.
Right click to select COPY
Click on cell O1, right click and select Paste Values
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Now the cell contains just the value.
Step 12
Next, if you have values of N/A in the column, use the filter on the Home tab to display those
rows.
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Change the value in the first cell to 0 then double-click on the square in the lower right corner of
the cell to paste it automatically to the remainder of the column.
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Remove the filter
Step 13
Now you can format the column to Number so it displays the decimal point and two decimals.
Don’t use commas.
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Step 14
Review the entire spreadsheet and make sure you entered data in column N for
MeasurementGroup and column P for PayPeriodName. Also make sure you delete any additional
columns after column P if you don’t want to include them in the WorxTime system. If you do
want to keep any of the extra columns please label them CustomReporting1, CustomReporting2,
etc.
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Step 15
If everything looks good, save the spreadsheet in csv format. Upload the CSV file to the
American Fidelity secure site.
Hours Upload File
At this time it is recommended that the AFFORD program csv output file be used for the Hours
Upload file. Below is a screenshot of the AFFORD program options. Enter the pay period date
range and mark the insurance flag with ‘N’.
Transfer the AFFORD.CSV file to your PC. Remove all of the columns except what is required
as shown below. Change the column headings to match what is listed here.
EIN (this is the SSN)
LastName
FirstName
PayPeriodEndDate
HoursWorked
If you need any assistance please contact NOACSC Fiscal Services.
